16-Specifications and Requirements - OPN2131632B1 FEMA Electrical Maintenance and Repair Services.pdf

SPECIFICATIONS AND REQUIREMENTS

ELECTRICAL MAINTENANCE AND REPAIR SERVICES

1. SCOPE

Contractors are invited to respond to this Invitation for Bid for an open-end contract to provide Electrical Maintenance and Repair Services for Broward County agencies. This Project will be solicited in compliance with Federal Procurement Standards, which will enable Broward County to receive Federal Emergency Management Agency (FEMA) reimbursement for utilization of this contract in the event of a declared disaster event.

Scope includes furnishing and installing all tools, equipment, software, hardware, materials, supplies, and manufactured articles and labor, transportation and services, including fuel, power, water, and essential communications to perform all work, or other operations required to make repairs and emergency services of all Broward County owned and operated electrical power systems in accordance with Federal, State and other regulatory requirements. Contractor shall perform work within the legal boundaries of Broward County to a site(s) specified by the COUNTY. The work shall be complete, and all work, materials, and services, not expressly shown or called for in the bid documents, which may be necessary for the complete and proper completion of the work in good faith shall be performed, furnished, and installed by the Contractor as though originally so specified or shown, at no increase in cost to the County.

CONTRACTOR shall provide cost-effective and efficient legal maintenance and repair services of Broward County electrical equipment, in accordance with Federal, State and other regulatory requirements.

The work under the Contract shall conform to the methods and operations of best standards and accepted practices of the trades involved and shall be consistent with FEMA requirements applicable to the disaster event. COUNTY may withhold issuing work to CONTRACTOR if it is debarred, suspended, ineligible or excluded from participation in federally funded or assisted projects pursuant to 2 CFR §200.326 Appendix II to Part 200 (H). Prior to issuance of work, WWS will confirm that the CONTRACTOR is eligible for federal funding.

COUNTY reserves the right to perform these services itself.

COUNTY reserves the right to approve all subcontractors hired by CONTRACTOR.

CONTRACTOR is responsible for transporting the necessary equipment to the job locations at no expense to COUNTY, without delay and within the required response time, causing no delay in services.

The work involves services to occur in anticipation of, and after, the declaration of a disaster.

Declared disaster events (events) include declaration of a Local State of Emergency issued by the County; Executive Order or proclamation of a state of emergency by the Governor; or a Declaration of Disaster by the President. Actions shall only be implemented by the CONTRACTOR with a phone call or email followed by written approval (Notice to Proceed, Purchase Order or Work Order) of COUNTY.

CONTRACTOR Response and Performance

The electrical repairs must be immediate, rapid, and efficient with acceptable cost controls, accountability procedures, written reports and submittals to assure that COUNTY shall have the means to be reimbursed for all eligible disaster recovery costs from appropriate Federal and State agencies.

CONTRACTOR shall be responsible for tracking all Contract costs and adhering to the not-to-exceed limit included in the purchase order or Notice to Proceed. Proper notification must be provided to COUNTY as costs approach the not-to-exceed limit.

Continued failure of the CONTRACTOR to adhere to the Contract will be Cause to Terminate the Contract in accordance with the General Conditions.

No adjustment to prices will be considered during the life of the Contract.

Operations and Safety Plan

Within 30 calendar days of the Contract award, CONTRACTOR shall prepare and submit an Operations and Safety Plan for approval by the Contract Administrator or designee.

CONTRACTOR shall submit to the COUNTY an updated Operations and Safety Plan prior to May 1 of each year in which this Contract is in effect.

The Operations and Safety Plan shall include, at a minimum, the following:

• Lines of communications with COUNTY.

• Quality assurance and quality control procedures.

• Field supervision and controls.

• Documentation of response to and corrective action for property damage.

• Equipment and operations safety procedures.

• Maintenance of traffic and traffic control procedures.

• Training for compliance with FEMA requirements, including subcontractors.

• Fuel supply procedures.

CONTRACTOR is responsible for securing the work site, staging areas and all tools and equipment during the projects. The COUNTY shall not be responsible for any losses due to theft or other unknown circumstances.

This contract is vital for Broward County because operational electrical components are imperative to ensure that critical equipment and instruments such Water and Wastewater Treatment Plants function effectively and efficiently at all times.

All work shall be in accordance with requirements of the Contract Documents, and all costs of permits and cost of compliance with the regulations of public agencies having jurisdiction including, but not limited to, Safety and Health Requirements of the Occupational Safety and Health Administration of the U.S. Department of Labor (OSHA).

2. DEFINITIONS AND ABBREVIATIONS

Refer to the Broward County Procurement Code for additional definitions.

Contract Administrator: the ranking managerial employee of the Broward County Water and Wastewater Services (WWS), or an employee expressly designated by the Department Director. The Contract Administrator has the responsibility to ensure that the provisions of each contract are complied with by both the COUNTY and the CONTRACTOR. In the administration of this Contract, as contrasted with matters of policy, all parties may rely on the instructions or determinations made by the Contract Administrator; provided, however, that such instructions and determinations do not change the scope of services or pricing.

CONTRACTOR: Any person having a contract with the Board of County Commissioners.

COUNTY or Owner: Broward County, a political subdivision of the State of Florida.

FEMA: Federal Emergency Management Agency.

Notice to Proceed: A written notice to CONTRACTOR from the Contract Administrator establishing the date on which operations outlined will commence, the scope of work, and a not-to-exceed amount. If CONTRACTOR continues working after reaching the not-to-exceed amount, it will proceed at its own risk. A Purchase Order can serve as a Notice to Proceed as long as it contains language informing the CONTRACTOR that it proceeds at its own risk if it continues working after reaching the not-to-exceed amount.

Purchase Order: A release and encumbrance document to authorize an agency to order any predetermined amount from an open-end contract on an as-needed basis.

State of Emergency: Declared by County Administrator or designee during a disaster.

Subcontractor: A person, firm or corporation having a direct contract with CONTRACTOR including one who furnishes material worked to a special design according to the Contract Documents but does not include one who merely furnishes materials not so worked. Any subcontractors under this Contract shall follow the same standards as the CONTRACTOR.

Work: The services required by the Contract Documents, whether completed or partially completed, and includes all other labor, materials, equipment and services provided or to be provided by CONTRACTOR to fulfill CONTRACTOR's obligations. The Work may constitute the whole or a part of the Project.

State of Emergency: Declared by County Administrator or designee during a disaster.

3. PERFORMANCE OF SERVICES

Description of Service

CONTRACTOR agrees to perform all services in a professional and skillful manner and in compliance with all applicable laws, ordinances, rules, regulations, and permits. Only the highest quality work will be acceptable.

Services, equipment and work not conforming to the intent of this Contract and/or meeting the approval of COUNTY may be rejected.

Rework, as required, shall be accomplished on a timely basis and at no additional cost to

COUNTY.

While work is in progress, CONTRACTOR shall communicate with the Contract Administrator or designee to report locations where work is being performed; report status of work; make a projection of the next day’s work; request guidance on problems, additional instructions, etc.;

receive special instructions; and report on Maintenance of Traffic if required.

The COUNTY may issue a stop work order telephonically at any time. CONTRACTOR has one hour to cease work of its crew, and no further work will be paid beyond the one-hour notice.

Daily reports on terminated jobs should include the date and time work was performed and why the stop work order was issued.

The CONTRACTOR shall proceed to complete work listed on the Purchase Order or Work

Order, working continuously, without interruption except for disposing, breakdown, required breaks and/or adverse weather conditions.

Cost of Services

CONTRACTOR shall bear all of its own operating costs and is responsible for maintenance of its trucks and equipment to keep such property in a condition and manner adequate to accomplish contracted services.

Upon receipt and acceptance of full documentation of the performance of services and an accurate invoice as specified by COUNTY, the CONTRACTOR shall be reimbursed at the unit prices awarded. Refer to Section 17 for method of payment information.

4. QUALIFICATIONS AND CERTIFICATES

Broward County reserves and shall be free to exercise the right to evaluate this bid in relation to the performance record of bidder with the County itself, other municipalities or businesses of like size. Such precautions are deemed to be in the public interest in as much as Contractor's failure or inability to furnish items/services within the prescribed time can create emergency situations and impose unnecessary hardship on both the County and the public at large.

A. Bidder shall demonstrate that they are qualified and capable to fulfill and abide by the requirements listed herein:

i. The Contractor or subcontractor must be an accredited company of the International Electrical Testing Association (NETA) at the time of bid submittal. By submitting a response, bidder certifies that it satisfies this, and all criteria specified in the solicitation documents. Failure of possession of this accreditation at the time of bid submittal will result in your bid being deemed non-responsive. The Bidder should provide to the County with the bid, or within three business days of request by the County, proof of its accreditation. Failure to do so may result in your bid being deemed non-responsive.

ii. The Contractor's lead, on-site testing technician shall possess the experience of or be currently certified by the International Electrical Testing Association (NETA) or the National Institute for Certification in Engineering Technologies (NICET), as a Level Ill Certified Technician or higher.

iii. Minimum qualifications include, but are not limited to, three years of experience in electrical power distribution system testing (including a full range of equipment in low to high voltage systems), supervision and project management, perform routine to moderately complex electrical tasks, record keeping, switching, lockout/tagout, and safety grounding.

The Bidder should provide to the County with the bid, or within three business days of request by the County, the names of such technicians and their experience or certification status. Failure to do so may result in your bid being deemed non-responsive.

iv. The Contractor's lead, on-site repair/service electrician shall be, at a minimum, an electrical journey person with an electrical license and having experience with 480 to 4160 Voltage equipment, transformers and 5 KV Circuit Breakers.

v. Bidder shall provide a reference(s) on the Vendor Questionnaire for a project(s) in which the Contractor repaired and/or installed 480 to 4160 voltage equipment.

vi. Bidder shall provide reference(s) on the Vendor Questionnaire showing experience working in project(s) in corrosive and humid environments such treatment plants.

B. Broward County will determine whether the evidence of ability to perform is satisfactory and reserves the right to reject bids where evidence submitted or investigation and evaluation indicates inability of the bidder to perform.

C. The Contractor shall at their own expense furnish safety devices and take all precautions necessary to protect life and property. The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work.

D. The Contractor shall provide the necessary protection to prevent damage, injury or loss to all employees on the work and other persons who may be affected by the work. The Contractor shall erect and maintain, as required by the conditions and progress of the work, all necessary warning safeguards for devices and safety and protection of the work, the public and adjoining property.

E. Contractor must supply service personnel with personal protection equipment and safety procedures as per OSHA requirements.

F. Contractor shall keep a record of all training of each employee. The record shall show, at a minimum, the employee’s name, and date of employment, date and type of training for each class attended. A transcript of the training records shall be made available to the County upon request.

G. Contractor must have adequate organization, facilities, equipment, and personnel to ensure prompt and efficient service to County.

5. PERFORMANCE STANDARDS

CONTRACTOR’s Project Manager

CONTRACTOR shall employ and maintain a qualified and responsible Project Manager who shall report to the Contract Administrator or designee.

The Project Manager shall have the authority to implement all actions required to begin the performance of contracted services as set out in this Contract.

CONTRACTOR’S Project Manager must be able to clearly and effectively communicate with the COUNTY both verbally and in writing regarding all activities and/or situations related to this contract. The COUNTY may request the replacement of the Project Manager if these requirements are not met.

All instructions given to the Project Manager by the Contract Administrator or designee shall be as binding as if given to CONTRACTOR.

Customer Service

CONTRACTOR shall be responsible for planning and conducting all operations in a satisfactory and professional manner.

CONTRACTOR’s personnel shall conduct themselves in a professional manner at all times.

Use of profane language and or threatening behavior will not be tolerated. All employees and subcontractors of CONTRACTOR shall be considered to be, at all times, the sole employees of the CONTRACTOR, under their sole direction and not an employee or agent of the COUNTY. The COUNTY may require the CONTRACTOR to remove an employee or subcontractor the COUNTY deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment at work site is not in the best interest of the COUNTY. Removal of such personnel may only be requested by the Contract Administrator or designee.

Mobilization

When a Notice to Proceed, Purchase Order or Work Order is issued, whether after or in advance of an event, CONTRACTOR shall make all necessary arrangements to mobilize a minimum of 50% of the required resources within 2 hours of notification, and 100% of the required resources within 8 hours of notification to commence and conduct these contracted services.

COUNTY may assign work to another Contractor if the CONTRACTOR fails to mobilize resources on the schedule required by COUNTY.

CONTRACTOR’s unit prices shall include mobilization and demobilization costs, as well as those identified elsewhere in these Specifications and Requirements.

Measure of Performance

The Contractor’s performance will be evaluated on how well he or she performs, including but not limited to the following:

• Adhering to the work order issued by the Project Coordinator.

• Accurately recording and reporting the work performed.

• Accurately reporting all problems discovered in the course of performing the particular work.

• Maintaining strict control of the work procedure and maintaining a level of professionalism consistent with County’s Minimum Standards.

• Submitting to Project Coordinator or authorized designee all Daily Service Reports within 24 hours (Attachment “A-1”).

• Maintaining a clean and tidy appearance.

• Being courteous and respectful to all customers.

• The County reserves the right to scrutinize, and reject as unsuitable, any employee of the Contractor for just cause

• Contractor’s vehicle must be clearly marked with the company’s name.

• Contractor’s timeliness, responsiveness and successful reporting will be duly noted.

6. GENERAL RESPONSIBILITIES

Other Contracts or Agreements

COUNTY may be required to enter into contracts or agreements with Federal and/or State agencies for disaster relief. CONTRACTOR shall be bound by the terms and conditions of such contracts or agreements, regardless of the additional burdens of compliance such as additional record keeping or scheduling. COUNTY will provide CONTRACTOR with a copy of any applicable contracts or agreements once available.

COUNTY’s Obligations

COUNTY shall furnish all information and documents necessary for the commencement of contracted services, including a written Notice to Proceed, Purchase Order or Work Order.

Supervision by CONTRACTOR

CONTRACTOR shall supervise and/or direct all services performed by its employees, agents and subcontractors.

CONTRACTOR is solely responsible for all means, methods, techniques, safety and other procedures necessary to complete the work.

Self-sufficiency of CONTRACTOR and its Subcontractors

CONTRACTOR shall ensure that its workforce, including subcontractors, maintain self-sufficiency related to power, fuel, vehicle and equipment repair/maintenance, housing, sanitation, food and related accommodations, in a manner that is consistent with local requirements and regulations and minimizing adverse effects on the community.

Contractor shall be responsible on a daily basis to maintain a clean work site, to remove debris, and to dispose of it properly at the Contractor's expense. The Contractor shall remove from the site all machinery, equipment, surplus and discarded materials, rubbish, temporary materials and temporary structures provided by the Contractor. Material cleared from the site and deposited on adjacent property shall not be considered as having been disposed of satisfactorily.

Damages

CONTRACTOR shall be responsible for conducting all operations contemplated by this Contract in such a manner as to cause the minimum damage possible to existing public, private and commercial property and/or infrastructure.

CONTRACTOR shall be responsible for any damages caused by its employees and subcontractors.

CONTRACTOR must report such damage to the Contract Administrator or designee, in writing, within 24 hours of said damage. COUNTY may either bill CONTRACTOR for the damages, withhold funds due to CONTRACTOR, or the CONTRACTOR may also repair all damage to the satisfaction of the COUNTY.

CONTRACTOR's Duty Regarding Other Contractors

CONTRACTOR acknowledges the presence of other contractors involved in disaster response and recovery activities by the Federal, State and local government and of any private utility, and shall not interfere with their work.

Operation and Certification of Equipment and Vehicles

CONTRACTOR shall operate and maintain all trucks, trailers and other equipment in compliance with all applicable Federal, State and local rules and regulations.

All equipment utilized shall be in good working condition.

No equipment shall be allowed behind the curb or outside of the public right-of-way unless otherwise directed by COUNTY. Should operation of equipment be required outside of the public right-of-way, the CONTRACTOR will ensure that a Right of Entry Contract Form has been obtained from the property owner prior to property entry.

All CONTRACTOR and subcontractor trucks and applicable equipment shall have valid registrations, insurance and meet basic operational criteria such as:

tailgates and/or equivalent containment devices and tarps, as well as meet all applicable motor vehicle safety requirements.

Vehicle and equipment operators shall be properly licensed and certified, as required by applicable local, State and Federal statutes and regulations.

Contractor shall be responsible for providing ladders, extension ladders, lifts, scissor lifts, hydraulic lifts, conduit-bending equipment, electrical testing equipment and any other equipment or device required to service the locations properly. All equipment shall be OSHA approved. Contractor is responsible for transporting such equipment, without delay and within the required response time, causing no delay in services/repairs.

Ladders and lifts reaching heights less than 32 feet are the Contractor's responsibility and must be included in the bid price items for service and repairs. Lifts reaching 33 feet or higher are included in the item response form and will be billed when a job site requires a lift or bucket truck of this size or other specialized lift equipment. This line item MUST be approved by the Project Coordinator or designee prior to start of project. The use of Broward County equipment and tools shall not be permitted.

The Contractor shall have sufficient number of personnel, materials, transportation and adequate tools and equipment to perform work at the job site. Broward County will not pay for tools and equipment, except for lifting equipment reaching 33 feet or higher. The Contractor shall be held responsible for the on-site supervision, scheduling, storage, receiving and placement of materials.

Traffic Control

CONTRACTOR shall mitigate impact on local traffic conditions to the greatest extent possible.

CONTRACTOR is responsible if required, for establishing and maintaining appropriate traffic control in accordance with the most current edition of the U.S. Department of Transportation Manual on Uniform Traffic Control Devices (MUTCD) and in accordance with a County approved maintenance of traffic plan.

CONTRACTOR shall contact the Broward County Highway Construction and Engineering Division (HCED), in advance, regarding maintenance of traffic planning and requests.

Work Schedule

Workdays and/or work hours shall be as directed by COUNTY following consultation and notification to CONTRACTOR. Upon deployment, CONTRACTOR shall provide these services during daylight/nighttime hours, seven (7) days a week, until the work is completed.

Work hours on COUNTY holidays shall be at the discretion of the COUNTY.

Work Safety

CONTRACTOR shall provide and enforce a safe work environment as prescribed in the Occupational Safety and Health Act of 1970 (OSHA), as amended.

CONTRACTOR and its subcontractors shall provide and require the wearing of protective clothing and personal protection equipment as required by applicable laws, regulations, ordinances and manufacturer recommendations.

CONTRACTOR shall provide such safety equipment, training and supervision as may be required by COUNTY and/or other governmental regulations.

CONTRACTOR shall ensure that its subcontracts contain an equivalent safety provision.

Inspection of CONTRACTOR’s Operations

All work sites shall be subject to inspection by COUNTY and other public authorities to ensure compliance with this Contract, applicable Federal, State and local laws, and in accordance with generally accepted standards of emergency management professionals.

COUNTY shall, at all times, have access to all work sites. In addition, authorized representatives and agents of the government shall be permitted to inspect all work, materials, invoices, and other relevant records and documentation.

Corrective Actions Required of CONTRACTOR

When instructed by the Contract Administrator, the CONTRACTOR shall immediately implement corrective actions to address health and/or safety issues, and/or any other actions inconsistent with any of the terms of this Contract, as determined by COUNTY in its sole discretion.

Ineligible Work

CONTRACTOR will not be paid for inspect, adjust, fabricate, calibrate, test or repair of any electrical equipment when not previously instructed/approved by COUNTY through a purchase order.

Compliance with Laws, Regulations and Codes

CONTRACTOR shall comply with all other applicable Federal, State, and local laws, codes, ordinances, rules, and regulations in performing its duties, responsibilities, and obligations pursuant to this Contract.

In the event of any conflict or inconsistency with any applicable code, ordinance, rule, regulation, or guidelines, CONTRACTOR shall contact the Contract Administrator for further directions and instructions.

CONTRACTOR shall notify the COUNTY within 24 hours of any Notices of Violation or other notice of any legal or regulatory actions taken against CONTRACTOR or its subcontractors while conducting work as part of this Contract.

CONTRACTOR shall provide the specified service requirements in accordance with all latest federal, state, and local applicable laws, standards, codes and regulations necessary to perform the services, including, but not limited to:

• Bidder's offer shall be in accordance with the latest National Electrical Manufacturers Association (NEMA), Occupational Safety and Health Administration (OSHA), National Fire Protection Association #70E (NFPA), National Electric Code (NEC) and manufacturer requirements for all equipment.

• Any fines levied due to inadequacies or failure to comply with any and all requirements shall be the sole responsibility of the Contractor. Any person found not in conformance with any laws, statutes, rules or regulations will not be allowed on the job site. Continued violations by the Contractor shall constitute cause for immediate termination of this contract.

Contractor shall protect persons or property against injury or damage and be responsible for any such damage, or injury that occurs as a result of their fault or negligence. The Contractor shall at its own expense, wherever necessary or required, furnish safety devices, personal protective equipment and take such other precautions as may be necessary to protect life and property as per OSHA requirements. Contractor personnel must be trained and qualified in their use.

7. CONTRACTOR REQUIREMENTS

A. Contractor shall not start work on any site location until specifically authorized by the Project Coordinator or County’s designee.

B. Contractor shall keep the Project Coordinator informed at all time periods of work on a project ordered under these items.

C. Contractor is to resolve any complaint as a result from their work.

D. Project Coordinator will be the final authority for determining the extent of repair under this provision.

E. Daily Service Report (Attachment A-1) must be signed and submitted to Project

Coordinator via email when work is completed. Failure to have the report signed may result in Contractor not being paid for the service.

F. If the Contractor requires assistance from the County due to an unforeseeable situation, the Contractor shall immediately stop work and contact WWS contract administrator, project coordinator or WWS 24/7 dispatch at 954-831-0850. Contractor shall remain at site until WWS staff arrives.

8. CONTRACTOR RESPONSIBILITY

A. Contractor shall provide Project Coordinator or designee, a point of contact (POC) for reporting problems associated with any electrical system. The Contractor's POC shall accept requests via telephone, cell phone, radio, fax, email, or any other communicating method as agreed to by Project Coordinator and Contractor. Contractor shall maintain an active e-mail address available for electronic communications at all times.

B. Contractor must be available 24/7 and must provide to the Project Coordinator within three business days of request by the County, a list of personnel to call during the State of Emergency, and a telephone number that is staffed and available 24 hours daily, 7 days per week.

C. Contractor shall not begin any work until the Project Coordinator has provided the Contractor a Purchase Order or Work Order. No invoice shall be paid without a Purchase Order and any other required documents as specified in this bid document.

D. Contractor shall provide all equipment product manuals, where applicable.

E. Contractor shall be responsible for providing ladders, extension ladders, lifts, scissor lifts, hydraulic lifts, conduit-bending equipment, electrical testing equipment and any other equipment or device required to service the locations properly. All equipment shall be OSHA approved. Contractor is responsible for transporting such equipment, without delay and within the required response time, causing no delay in services/repairs.

F. Ladders and lifts reaching heights less than 32 feet are the Contractor's responsibility and must be included in the bid price items for service and repairs. Lifts reaching 33 feet or higher are included in the item response form and will be billed when a job site requires a lift or bucket truck of this size or other specialized lift equipment. This line item MUST be approved by the Project Coordinator or designee prior to start of project. The use of Broward County equipment and tools shall not be permitted.

G. Contractor shall provide competent workers with an ability to interpret and work from technical sketches and blueprints.

H. Contractor's employees shall be able to install, alter, repair, maintain and locate defects in a variety of electrical equipment and systems.

I. Contractor shall be responsible for the provision, installation and performance of all Contractor furnished equipment and materials utilized to perform services in this bid. The Contractor is in no way relieved of the responsibility for the performance of all equipment furnished, or of assuring the timely delivery of materials, equipment, etc. even though it is not their own manufacture.

J. Contractor shall protect persons or property against injury or damage and be responsible for any such damage, or injury that occurs as a result of their fault or negligence. The Contractor shall at its own expense, wherever necessary or required, furnish safety devices, personal protective equipment and take such other precautions as may be necessary to protect life and property as per OSHA requirements. Contractor personnel must be trained and qualified in their use.

K. Contractor shall be responsible on a daily basis to maintain a clean work site, to remove debris, and to dispose of it properly at the Contractor's expense. The Contractor shall remove from the site all machinery, equipment, surplus and discarded materials, rubbish, temporary materials and temporary structures provided by the Contractor. Material cleared from the site and deposited on adjacent property shall not be considered as having been disposed of satisfactorily.

L. All Contractor's personnel must wear apparel that has the company name visibly displayed and wear photo IDs.

M. Contractor must coordinate all work with the Project Coordinator, or designee prior to arriving to the job site.

N. Test instruments must be calibrated at least annually. All calibration methods must be in accordance with those of the Bureau of National Standards. The Project Coordinator, or designee may request proof of calibration documentation at any time.

O. All work must be approved in advance by the Project Coordinator, including delivery order and work order issued. All changes, alterations or instructions regarding work that differs from the approved work order must be approved in writing by the Project Coordinator.

P. Contractor shall at all times provide sufficient labor, material, tools and equipment to complete work in the manner and time specified. Failure to do so may result in default of the Contract.

Q. Contractor shall submit to the County estimates, progress schedules, records and other data as the County may request concerning Work performed or to be performed.

9. REPORTS, CERTIFICATIONS AND DOCUMENTATION

Reports

CONTRACTOR shall submit to COUNTY periodic, written reports in a format required by COUNTY documenting the progress of electrical repairs. These reports include, but are not limited to, daily reports with the name of the CONTRACTOR and subcontractor, the employee(s) name, the location/address, the hours of labor (by type) and the hours of equipment (by type).

Additional Supporting Documentation

CONTRACTOR shall submit sufficient reports and/or documentation for electrical repairs, any other services provided by CONTRACTOR as may be required by COUNTY and/or other governmental entity to support requests for electrical repairs services reimbursement from external funding sources.

10. GENERAL INSTRUCTIONS FOR REPAIRS/SERVICE

A. Services shall consist of all work necessary to fulfill orders placed by the Project Coordinator.

B. Services shall include repairs and installation of any electrical equipment at Water and Wastewater Services and various other Broward County agencies, including installation, testing and repairing variable frequency drives/soft starts.

C. The electrical infrastructure includes but is not limited to service entrance switchgear and switchboards, distribution panel boards, power panels, motor control centers, various sized circuit breakers, distribution transformers, fused disconnect switches, battery banks, paralleling switchgear and switchboards, and automatic transfer switches.

D. Contractor's performance and timely response to service calls will be monitored by the requesting agency. Failure to adhere to any agreed upon onsite response times, three (3) times, during a contract period, will be documented via the Vendor Complaint process and may be caused to cancel the contract.

E. Any Broward County agency requesting service under this contract must give the Contractor a Purchase Order at the time of request. An immediate assessment of the problem encountered must be communicated to the Project Coordinator within one (1) hour of arrival at site. If immediate remediation is not possible, an accurate projection of expected completion time must be relayed to the Project Coordinator.

F. In the event that a repair takes more than 24 hours to complete, a daily progress report by the Contractor is required. Status calls shall be made to the Project Coordinator and an expected completion time refined at each report.

11. SUPERVISION OF EQUIPMENT

The Contractor shall have sufficient number of personnel, materials, transportation and adequate tools and equipment to perform work at the job site. Broward County will not pay for tools and equipment, except for lifting equipment reaching 33 feet or higher. The Contractor shall be held responsible for the on-site supervision, scheduling, storage, receiving and placement of materials.

12. WORK AND SKILLSET

Where not more specifically described in any of the various sections of these specifications, work shall conform to all of the methods and operations of best standards and accepted practices of the trade or trades involved, and shall include all items of fabrication, construction or installation regularly furnished or required for completion of the services. All work shall be executed by personnel skilled in their respective lines of work.

13. EQUIPMENT

The list of equipment covered under this contract for testing, inspecting and preventative maintenance bid lines is included in this contract in Attachments “A-2”, “A-3” and “A-4”.

Equipment must be tested, inspected and maintained as per original equipment manual and operating and parts manual.

14. DRAWBRIDGE MAINTENANCE AND REPAIRS

A. GENERAL

a. The Contractor shall be a licensed electrical contractor with proven experience in electrical motors, electrical relay control systems and electrical motor control load centers and be available for emergency callout and repair.

b. The technician(s) assigned to respond to drawbridge electrical maintenance and repairs shall be required to demonstrate at least three (3) years of field experience conducting work of a similar scope and scale.

c. Bidder shall provide technician’s qualifications within three (3) business days of request by the County. Qualification shall also list bridge name, locations, scope of work performed, year, approximate dollar value and references of no less than three

(3) bridge projects performed in the past three (3) years.

B. REPAIRS

The Contractor may be required to perform an unscheduled motor inspection per the above-mentioned scope applicable to the quarterly report. The scope for this callout shall be reduced to per motor rather than all motors. The bidder shall consider this in its bid price for this item. This item will be payable as Unscheduled Motor Inspection/Testing Report.

a. The scope of this service shall be to test, diagnose, and repair or replace electrical control components on an emergency basis. Typical components in the control center include, but are not limited to, Air Circuit Breakers (600A/600V/3P, 250V/70A/3P, 250V/15A/3P, 250V/15A/2P), Magnetic Reverse Starters, Starting Resistors, Magnetic Starters, Ammeter, Voltmeter, Wattmeter, and other miscellaneous bridge control components. Drawbridge Electrical Repair shall be bid on an hourly basis with no minimum charge. Location may be at any of the three (3) bridge locations mentioned above with same accessibility issues mentioned above.

b. Callouts for emergency repairs (Weekends: Friday 7 p.m. to Monday 7 a.m., Weekdays: 7 p.m. to 7 a.m.) shall be paid as an emergency call out for mobilization in addition to the hourly rate charged for drawbridge electrical repair. This item shall be per incident and bid as a lump sum paid for responding to after hours and weekends emergency requests. The callout shall be payable as Emergency Mobilization for Drawbridge Electrical Repair.

15. WARRANTY

A. All materials and labor for replacement parts and supplies shall be fully warranted and guaranteed for a minimum of one (1) year from date of completion and acceptance.

Warranty paperwork must be provided.

B. The Contractor shall expressly warrant that all items are new and free from defects, warranted for their merchantability and meet the performance specifications of the original equipment. For parts no longer under manufacturer's warranty, the Contractor may use "or equal" parts, or refurbished parts, only in the event that Original Equipment Manufacturer (OEM) parts are not available and warrant the repair and "or equal" or refurbished parts for a period of one (1) year from date of installation. Contractor must receive prior approval from the Project Coordinator when using "or equal" or refurbished parts.

16. CORRECTING DEFECTS COVERED UNDER WARRANTY

The Contractor shall be responsible for promptly correcting any deficiency, at no cost to the County, within five (5) calendar days after the County notifies the Contractor of such deficiency in writing. If the Contractor fails to honor the warranty and/or fails to correct or replace the defective work or items within the period specified, the County may, at its discretion, notify the Contractor, in writing, that the Contractor may be subject to contractual default if the corrections or replacements are not completed to the satisfaction of the County within five (5) calendar days of receipt of the notice. If the Contractor fails to satisfy the warranty within the period specified in the notice, the County may procure the products or services from another vendor and charge the bidder for any additional costs that are incurred by the County for this work or items through a credit memorandum or through invoicing.

17. HOURS OF WORK

Contractor shall comply with the following actions:

A. Contractor shall provide repair service 24 hours a day, seven days a week since this is an emergency contract.

B. Emergency response time is two hours after receiving an emergency call. Failure to adhere to the two hours on site response time may be cause to terminate the contract.

C. An immediate assessment of the problem encountered must be communicated to the

Project Coordinator within ½ hour of arrival at site. If an immediate repair is not possible, an accurate projection of expected completion time must be relayed to the

Project Coordinator.

18. HAZARDOUS MATERIAL DISPOSAL

Contractor will be responsible for disposal of hazardous waste materials that may be a result of work performed at Contractor's expense. Disposal of hazardous material shall be in accordance with all federal, state and local applicable laws, standards, codes and regulation. This requirement shall be solely the Contractor's responsibility. Contractor shall keep the Project Coordinator informed.

Contractor will be responsible for all activities incurred in the removal, transport and disposal of hazardous waste materials that may be a result of maintenance and/or repair work performed. Disposal of Hazardous material shall be in accordance with all federal, state, and local applicable laws, standards, codes and regulations. This requirement shall be solely the contractor’s responsibility. Contractor shall keep the project coordinator informed.

The actual cost for removal and disposal of hazardous waste materials will be invoiced as a “pass-thru”, and Contractor shall supply documentation verifying the cost, including but not limited to, copies of all transport manifests, trip tickets, and disposal receipts for all materials removed from the work area to the County.

The Work includes all work specified herein, to include mobilization and demobilization, labor, materials, overhead, manifests, profit, taxes, transportation, disposal fees, administrative fees, incidental cost, etc. Estimating quantities, weight, etc., are the sole responsibility of the Contractor.

19. ENVIRONMENTAL NOTICE

Bidders should be aware of the highly corrosive effects of hydrogen sulfide that is present at some locations. Contractor shall provide corrosion resistant protective coatings where needed on equipment as part of any repair or maintenance.

20. RESPONSE TIMES

A. Emergency service - Onsite response time during a disaster event shall not exceed two

(2) hours from time of call/notification, unless other arrangements are made with the Project Coordinator. The Contractor shall make every effort to expedite the procurement of emergency repair parts as directed by the County.

B. Emergency repair will be requested by the Project Coordinator. Contractor shall provide the County with phone numbers and names of persons to be contacted for repair services outside their regular office hours.

21. COMPLETION TIME

The work to be performed under this contract shall be commenced as required by the COUNTY and/or as indicated in the work order or purchase order.

22. BID PRICE

No claims for extra cost will be considered based on an escalation of material prices throughout the period of the Contract. All costs for mobilization and demobilization shall be included in the Unit Costs. No claims will be considered for additional compensation for mobilization or demobilization. The COUNTY will not pay for travel time.

23. METHOD OF PAYMENT

CONTRACTOR shall be paid for all authorized and completed work that is properly documented in accordance with this Section.

COUNTY agrees to pay CONTRACTOR in the manner specified in this Contract for work performed and completed pursuant to this Contract, which amounts shall be accepted by CONTRACTOR as full compensation for all such work. This amount, however, does not constitute a limitation, of any sort, upon CONTRACTOR's obligation to perform all work required by or which can be reasonably inferred from this Contract.

Upon receipt and acceptance of full documentation of the performance of services and an accurate invoice(s) as specified by COUNTY, CONTRACTOR shall be reimbursed at the unit prices awarded.

Each department, division, agency or office of the COUNTY may request, either solely or in conjunction with other departments, divisions, agencies or offices, through the Contract Administrator, for work to be performed by CONTRACTOR. The department, division, agency or office shall supply the Contract Administrator with a request for work. Once the work has been approved by the Contract Administrator, a purchase order and Notice to Proceed will then be issued.

All purchase orders issued by COUNTY shall contain, at a minimum, the following information and requirements:

• A description of the project to be undertaken, a reference to the type of service to be provided and a statement of the method of compensation, and any service priorities.

• Line items with unit prices.

• Time for completion.

• A budget for the project. Such amount shall constitute a maximum, not-to-exceed limit and shall not be exceeded unless prior written approval of COUNTY, through a revised NTP or additional purchase order, is obtained. The information contained in the budget shall be in sufficient detail so as to identify the various elements of pricing.

• Any other additional instructions or provisions relating to the project authorized pursuant to this Contract, such as contact information.

Method of Billing and Payment

Payment for all goods and services shall be made in a timely manner and in accordance with Florida Statutes, Section 218.70, Florida Prompt Payment Act and the Broward County Prompt Payment Ordinance (No. 89-49), as amended. All invoices and payment questions should be addressed to the Contract Administrator.

Payment will be made no more than once per month but only after the services included in the invoice have been completed. CONTRACTOR shall submit invoices covering no more than a 30-day period.

Invoices shall designate the nature of the services performed and/or the expenses incurred.

COUNTY will not accept lump sum invoices. Invoices shall include the following:

1. County Purchase Order number

2. Project Coordinator

3. Work order number

4. Asset number

5. Part number(s)

6. Description

7. Unit price

8. Discounted price for parts

9. Location of work performed

10. Date work was performed

11. Number of hours worked

12. Shipping/freight charges to be paid on “Pass-Thru.”

13. The Vendor will charge the percentage discount off of published price list at the time of purchase as provided on the bid lines of this contract. The County reserves the right to request verification for costs of parts and materials.

14. Payment for labor cost for repairs shall be in accordance with rates specified in the Bid Sheet and specification herein. The invoice shall also contain documentation that the remediation and restoration efforts were successfully completed and that the space has been restored to normal acceptable conditions.

15. Payments for undefined and unanticipated repair parts and materials, permits/fees, specialized sub-contractors and utilities not included in the fixed price for testing, inspections and maintenance will be paid at Contractor's cost. The cost of these items will be a "pass-thru" i.e., the Contractor will charge the County the same invoice prices charged by Contractor's supplier. A copy of the Contractor's lnvoice(s) from supplier for such parts and materials, and the invoice(s) for permits/fees, specialized sub-contractors and utilities shall be submitted with the Contractor's invoice for payment. In cases where the Contractor manufactures the part, the County will be charged a price no higher than what is charged to Contractor's most favored customer. The County reserves the right to request verification prior to payment of invoices. See Pass-Thru Allowances.

In order to ensure prompt payment, all invoices and backup documentation must be emailed to AccountsPayable@Broward.org and designated contact referenced on each purchase order, or mailed to Broward County Commission, P.O. Box 14740, Fort Lauderdale, FL 33302- 4740, Attention: Accounts Payable. Refer to the purchase order for the contact person (listed either as the Requestor or in the description in the center of the page).

All hourly labor costs shall be pro-rated into 1/4 hours. Only time on the job site shall be invoiced. All personnel working on site must sign in (not just one representative from Contractor). Contractor must submit a breakout of the labor costs. All labor hours will be verified with the daily service report and sigh-in sheets.

The County will not pay for travel, lunch, breaks, or tools and equipment.

Payment may be withheld for failure of CONTRACTOR to comply with any term, condition, or requirement of this Contract.

Notwithstanding any provision of this Contract or law to the contrary, COUNTY may withhold, in whole or in part, payment to the extent necessary to protect itself from loss on account of inadequate or defective work which has not been remedied or resolved in a manner satisfactory to the Contract Administrator or failure to comply with this Contract. The amount withheld shall not be subject to payment of interest by COUNTY.

24. ADDITIONS/DELETIONS OF EQUIPMENT/SERVICES

A. The County reserves the right to add electrical equipment and electrical services to this contract. Additions may result from, but are not limited to, additional needs, upgrades and product replacements. In such events, any equipment or service submitted for addition to the contract will not be approved for unless the prices are competitive with the prices agencies have been paying for like items. Contractor shall provide the County with a proposed price based upon a procedure or formula which is the same or very similar to that used in establishing the price as contained in the Contractor's bid.

B. Any proposed equipment/service additions offered shall satisfy all criteria specified in the bid documents and the terms of…